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State records

Alabama

Alaska

Arizona

  • Records Retention and Disposition Statutes
    Retention and disposition of public records is determined per statute by Arizona State Library, Archives and Public Records through analysis by the professional staff of RMD. Retention is based upon the legal, administrative, historical, fiscal or informational value of the record.
  • Retention Schedules and Manuals
    Any record series listed as permanent on a general retention schedule should be transferred to the State Archives when the agency or political subdivision no longer wishes to maintain those records.

Arkansas

California

Colorado

Connecticut

Delaware

District of Columbia

  • D.C. General Records Retention Schedule
    General Records Schedules are issued by the Office of Public Records to provide disposition standards for records common to DC Government Agencies. General schedules are developed by the DC Archives and reviewed and approved by the DC Archivist, the Public Records Administrator, and the DC Records Disposition Committee.

Florida

  • Florida Records and Retention Scheduling and Disposition
  • General Records Schedules
    These General Records Schedules established by the Department of State are intended for use by state, county, city and special district public records custodians: Local Government Agencies (Schedule GS1-L) Law Enforcement Records Schedule (Schedule GS2) Supervisors of Elections Schedule (Schedule GS3) Public Health Care Facilities and Providers Schedule (Schedule GS4) Universities and Community Colleges (Schedule GS5) Building Departments (Schedule GS6) Public Schools Pre-K-12, Adult & Vocational/Technical Schedule (Schedule GS7) Fire Department Records Schedule (Schedule GS8) State Attorneys Schedule (Schedule GS9) Public Defenders' Records Schedule (Schedule GS10) Clerks of Court Records Schedule (Schedule GS11) Property Appraisers Schedule (Schedule GS12) Tax Collectors' Records Schedule (Schedule GS13) Public Utilities Schedule (Schedule GS14) Public Libraries Schedule (Schedule (GS15)

Georgia

Hawaii

  • Disposal of Government Records
    All record custodians should determine the most efficient method to destroy their non-permanent records that are eligible for disposal. Factors to consider in deciding on a disposal method are: legal and policy requirements including those on protection of confidential information and prevention of identity theft; cost; effectiveness of disposal methods; and possible health and safety hazards.
  • Hawaii Departmental Records Schedules
    Available via the State Intranet site.
  • Hawaii General Records Schedules
    Archives Division, Records Management Branch. Retention and disposition schedules for common records, such as personnel, accounting, and administrative records series, that are used by most agencies.

Idaho

Illinois

Indiana

Iowa

Kansas

  • Records Retention and Disposition Schedules for specific state agencies
    Records Retention Schedules are the listings of each record series generated by state and local government that have been addressed. They include descriptors such as record series title, description, retention, disposition, restrictions, and date approved by State Records Board. The agency-specific schedule is a customized schedule addressing a single agency's or office's records.
  • State Records General Retention and Disposition Schedule
    The general schedule establishes minimum retention periods and authorizes dispositions for many of the administrative and legal records common to most state agencies.

Kentucky

Louisiana

  • Agency Records Retention Schedule Development Process
    State agencies are required under Louisiana Revised Statute 44:411 to develop and submit a records retention schedule (a listing of their agency's records with the retention requirements to meet their administrative, legal and financial needs) for review and approval by the State Archives.

Maine

Maryland

Massachusetts

  • Statewide Records Retention Schedule
    A publication of the Records Conservation Board produced in conjunction with the Massachusetts Archives and the Supervisor of Public Records Office.

Michigan

  • Agency-specific schedules
    Agency-Specific Retention and Disposal Schedules are legal documents approved by an agency, Records Management Services (DTMB), Archives of Michigan (DNRE), Auditor General, Attorney General, and the State Administrative Board. These schedules provide the only legal authority to destroy public records. The retention periods on agency-specific schedules are absolute minimums and maximums.
  • General schedules for state government
    General Retention Schedules list records/records series that are common to most offices in state government. General Schedules receive the same review and approval as agency-specific retention schedules. All public records that are not listed on a General Schedule must be inventoried on agency-specific schedules.
  • Records management services: General Information
  • Retention and Disposal Schedules
    Retention & Disposal Schedules identify records/records series that are maintained by government agencies. Schedules define how long records need to be retained to satisfy administrative, fiscal, legal and historical requirements, and they specify if/when records should be destroyed. Schedules are legal documents approved by an agency, the Records Management Services, Archives of Michigan, Auditor General, Attorney General, and the State Administrative Board. Approved schedules provide the only legal authority to destroy public records.

Minnesota

Mississippi

Missouri

Montana

  • Basic Steps in a Records Management Program
    Records are indispensable in the efficient and economical operation of state government. They serve as the memory; they are the evidence of past events and the basis for future actions. When created, maintained and disposed of in a systematic and orderly fashion, records are a tremendous asset. However, when records are created, maintained and disposed of in a haphazard and disorderly manner, they reduce the effectiveness of an organization and increase its costs substantially.
  • Managing Public Records
    Every governmental agency — state or local — is required by law to manage its public records in an orderly and systematic way. When this is done, records become a tremendous asset, the evidence of past events and the basis for future actions.
  • State Record Forms and Retention Schedules

Nebraska

Nevada

New Hampshire

New Jersey

New Mexico

New York

North Carolina

  • General Schedule for State Agency Records
    The consistent and routine implementation of the disposition instructions listed in these schedules provides the proper and legal foundation for the disposition of public records through destruction or transfer to the State Records Center.
  • Program Records Retention and Disposition Schedules for State Agencies
    Your program records disposition schedule lists those program-specific records maintained in your office as reported to the Division of Historical Resources. Official, signed copies of all schedules are maintained by the Government Records Branch. It lists only those records that are unique to your office, whether they are to be destroyed in your office or transferred to the State Records Center.
  • State Agency Records

North Dakota

Ohio

Oklahoma

  • General Records Disposition Schedule for State Universities and Colleges
    The General Records Disposition Schedule for State Universities and Colleges specifies the minimum authorized retention periods for the records of state supported institutions of higher education in the State of Oklahoma. These authorized dispositions do not apply to records included in the General Records and Disposition Schedule.
  • General Records Disposition Schedules for State Agencies, Boards and Commissions
    The General Records Disposition Schedule specifies the minimum authorized retention periods for certain administrative, financial, and personnel records common to most state agencies, boards, commissions, and institutions.
  • Records scheduling
    With certain statutory exceptions, all state agencies, boards and commissions are required to establish and maintain ongoing "programs for the efficient and economical management of records" and have their programs approved by the Archives and Records Commission (67 O.S. Sec 206, 305). Most programs are delineated in records disposition schedules that have been prepared by the Records Management Division working in conjunction with the Records Management Coordinators in individual agencies.

Oregon

  • Oregon Administrative Rules : Division 300 State Agency General Records Retention Schedules
    This General Schedule is applicable to the records of all state agencies. They apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies.
  • Records Retention Schedules
    Oregon State Archives. The State Archivist grants authorization to Oregon government agencies, in the form of records retention schedules, for the retention or disposition of public records in their custody. General Records Retention Schedules published as Oregon Administrative Rule provide state and local agencies with the lawful authority to destroy or otherwise dispose of commonly occurring public records. Special Records Retention Schedules are specific to the records of a particular agency, and are published in the Oregon Blue Book. Agencies should consult both General Records Retention Schedules and Special Records Retention Schedules.

Pennsylvania

  • General Retention & Disposition Schedules
    The general records retention and disposition schedule(s) specifies how long to keep records common to most agencies, identifies records that have permanent value and authorizes the disposal of nonpermanent records at specified times. This schedule is mandated for institutions subject to the Administrative Code of 1929, agencies under the Governor’s jurisdiction and entities that use the State Records Center.

Rhode Island

  • General Records Schedules
    General Records Schedules cover the types of records created or received by all state and local government agencies. They govern records retention and disposition—facilitating the management and timely disposal of records.
  • Records Destruction

South Carolina

  • General Records Retention Schedule for Administrative Records of State Agencies (Revised 2002)
    The Archives and Records Management Division of the State Archives has prepared this general retention and disposition schedule to give state government agencies the legal authorization to retain and dispose of common administrative records. The schedule lists the permanently valuable records, which should be properly protected and transferred to the State Archives, and it also supplies a timetable that will allow agencies to regularly and legally dispose of records of non-permanent value.
  • General Records Retention Schedule for Financial Records of State Agencies (Revised 2002)
    The Archives and Records Management Division of the State Archives has prepared this general retention and disposition schedule to give state government agencies the legal authorization to retain and dispose of common financial records. The schedule lists the permanently valuable records, which should be properly protected and transferred to the State Archives, and it also provides a timetable that will allow agencies to dispose of records of non-permanent value regularly and legally.
  • General Records Retention Schedule for Personnel Records of State Agencies (Revised 2002)
    The Archives and Records Management Division of the State Archives has prepared this general retention and disposition schedule to give state government agencies the legal authorization to retain and dispose of common personnel records. The schedule lists the permanently valuable records, which should be properly protected and transferred to the State Archives, and it also supplies a timetable that will allow agencies to regularly and legally dispose of records of non-permanent value.
  • General Records Retention Schedule for State Colleges and Universities (Revised 2003)
    The Archives and Records Management Division of the State Archives has prepared this general retention and disposition schedule to give state-supported colleges and universities the legal authorization to retain and dispose of common records. The schedule lists the permanently valuable records, which should be properly protected, and it provides a timetable that will allow officials of colleges and universities to dispose of records of non-permanent value regularly and legally.
  • General Records Retention Schedules
    These schedules apply only to the records of the type government for which they were approved by the General Assembly. Before using the general schedules, please read the information on how to use the schedules and carefully note to whom or to what type records the schedules apply and to whom the schedules do not apply.
  • General Records Retention Schedules for Data Processing and Electronic Records of State Agencies and Institutions
    The State Archives has prepared these general retention and disposition schedules to give state government agencies and state-supported colleges and universities the legal authorization to retain and dispose of common non-permanent data processing and electronic records (hereinafter common non-permanent electronic records). The schedules will allow these government agencies and institutions to dispose of electronic records of non permanent value regularly and legally.
  • How to Establish Records Retention Schedules : Public Records Information Leaflet #18

Texas

Utah

Vermont

  • General Record Schedules
    General Record Schedules (GRS) are developed by the Vermont State Archives and Records Administration (VSARA) to provide consistency in recordkeeping by Vermont public agencies for common functions and activities.
  • State Agency Record Schedules
    These are agency-specific record schedules that satisfy the requirements of 1 V.S.A. § 317a and, where mandated, 3 V.S.A. § 218. They are subject to annual certification and may be amended by mutual consent at any time. If not otherwise listed, all other agency records are addressed by general record schedules.

Virginia

Washington

  • State Government General Records Retention Schedule
    Version 5.0 (October 2010). This records retention schedule authorizes the destruction/transfer of public records documenting common functions and activities of state government agencies, including universities and community and technical colleges. It is to be used in conjunction with the other approved schedules that relate to the unique functions of the agency.

West Virginia

Wisconsin

Wyoming



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The CoSA Resource Center provides state-specific information in support of CoSA's FEMA-funded Intergovernmental Preparedness for Essential Records (IPER) courses - Essential Records and Records Emergency Planning and Response. The Resource Center continues and significantly expands the capabilities of the one initiated by CoSA in response to a call for a web-based information center emanating from the National Forum on Continuing Education (NFACE) in 2000. Development and expansion of the Resource Center has been supported by funds from the Federal Emergency Management Agency (Cooperative Agreement Number 2007-GT-T7-K022) and the National Historial Publications and Records Comission.

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